What is a Board Portal and Why Do Assistants Need It?

Have you heard people mention a board portal and wonder what it is? Or why you or your executive team may need one? It’s important to have a working knowledge of what a board portal can do for assistants and leadership so you’re prepared for evolving conversations about board management in the future.

A board portal is a software for secure digital communication between members of a management body including the executive office. Board portals usually have the following features:

- Messaging capabilities

- Voting tools

- Meeting and agenda functions

- Other tools that make communication as seamless as possible

The right meeting management software for your business can simplify communication and increase the efficiency of your governing body. In short, a board portal can save boards of directors, supervisory boards as well as their assistant’s valuable time.

Important facts to know:

- High security

Due to the sensitivity of executive and board documents, security is a key issue. Two-factor authentication at login is the norm.

- Compilation and distribution of documents

Assistants can use a board portal to easily compile meeting documents, update them as needed, and distribute the documents to participants. Edits, updates, as well as deletions of documents can be done online, and they are immediately available to all participants right away. This eliminates the need to print, assemble, and mail meeting documents.

- Online availability

The governing body can view documents electronically and communicate with other decision makers at any time through a secure channel.

- Offline availability

The parties involved can download the documents to their end devices and work on them offline while on the move.

- Digital preparation of meetings

Meeting documents can be prepared purely digitally thanks to note-taking functions.

- Archiving

Meeting documents from past meetings are stored for several years, thus fulfilling the legal requirements of multi-year retention and documentation obligations.

All advantages at a glance

- Meeting documents can be compiled more quickly and circulated electronically

- Global access takes into account the increased mobility of decision-makers

- High security thanks to encrypted access

- Less to no paper

- Paperless preparation of meetings thanks to tablets and note function

- Archiving and search function for past meeting documents

- Management of various security levels

- Prompt communication between all parties involved in the committee

What steps do you need to consider?

Take a look at your current boardroom solution and identify the things that are going well and, at the same time, the points where you see a need for optimization. A paperless board portal can provide security and reduce shipping costs, among other things.

Next, create your feature list, i.e., all the points that the board portal must have such as security and efficiency or a 24/7 customer service which is sometimes important criteria for you to consider in your decision making.

We all know that assistants must create, print and update meeting documents. However, technology has moved on rapidly and as a digital pioneer, C-Suite assistants in particular can be a trend scout and driver of board portal software.

Find the right partner for you and look at all the functionalities. Above all, actively involve the IT and compliance departments in your research right from the start. Especially with regard to data security and data protection.

The development of board portals and the now widespread use of powerful, user-friendly tablets have made paperless executive-level meetings a reality. However, the introduction of a portal solution should be carefully planned.

Good luck exploring this implementation!

About the Author:

Diana Brandl is an international speaker, writer, podcast host and former C-Suite EA. A Digital Native, she has worked in the start-up world, where she rediscovered her role as a management assistant with 17 years of professional experience within the New Work generation. She teaches first-hand what it means to work with Millennial Managers and how important storytelling is in sharpening a profile. Diana has spent her career supporting C-Level Executives within global corporations such as Sony, and now supports the role of the management assistant by speaking at international events and publishing various articles focusing on digital transformation, personal branding, strategic networking, mentoring, diversity and social media. Diana was a delegate in the 2018 World Administrators Summit in Frankfurt. In addition to her blog, The Socialista Project, she created The Future Assistant podcast in 2020.